Executive Assistant (Commercial Sales & Marketing Specialist)

Fresenius Kabi USA•Lake Zurich, IL

1d•$34 - $39•Hybrid

About The Position

The Executive Assistant provides high-level executive, administrative, and operational support to the SVP Commercial Sales & Marketing, IV Therapy & Nutrition. The position serves as a trusted partner in managing executive priorities, coordinating complex schedules and travel, preparing communications and presentations, facilitating meetings and events, and supporting the execution of key business initiatives. In addition to primary support of the SVP Commercial Sales & Marketing, the Executive Assistant provides administrative and operational support to the broader leadership team and organization. This includes coordinating business and sales operations, cross-functional initiatives, employee activities, financial and procurement processes, and reporting and analytics. The role requires strong business acumen, discretion, independent judgment, and the ability to anticipate needs, manage competing priorities, and collaborate effectively across all levels of the organization. This is a hybrid position, and the selected candidate will be required to work onsite in the Lake Zurich, Illinois office 3 days a week.

Requirements

High school diploma or equivalent required (Associates or Bachelor degree preferred).
Minimum of 5 years of progressively responsible executive administrative, business operations, or related experience.
Experience supporting senior executives and leadership teams in a complex corporate environment strongly preferred.
Experience supporting a Sales, Commercial, Marketing, or similarly dynamic business organization preferred.
Demonstrated experience coordinating large meetings, business events, travel, and cross-functional initiatives.
Demonstrated ability to support a senior executive while effectively balancing the needs and priorities of a broader leadership team and organization.
Exceptional organizational and time-management skills with the ability to manage multiple priorities, deadlines, and changing business needs.
Strong business acumen and ability to understand organizational priorities and translate them into effective administrative and operational support.
Ability to work independently, exercise sound judgment, anticipate needs, and take initiative with limited direction.
Strong analytical and problem-solving skills with the ability to organize information, identify trends, and develop actionable recommendations.
Advanced proficiency in Microsoft PowerPoint, Excel, Outlook, Word, Teams, and SharePoint.
Demonstrated ability to develop professional, executive-level presentations and reports for senior leadership and C-Suite audiences.
Excellent written and verbal communication skills with the ability to interact professionally with executives, employees, customers, and external business partners.
Strong attention to detail and commitment to accuracy and quality.
Ability to handle confidential and sensitive information with discretion and professionalism.
Strong interpersonal skills and demonstrated ability to build effective working relationships across functions and organizational levels.
Ability to adapt quickly to changing priorities and operate effectively in a fast-paced, deadline-driven environment.
Demonstrated ability to coordinate projects and initiatives across multiple stakeholders without direct reporting authority.
Ability to travel occasionally based on business needs.
The Company’s primary business language is English. The successful candidate must be able to effectively speak, read, write, and understand English to perform the essential functions of the position, including independently understanding policies, procedures, training materials, and workplace communications written in English due to our heavily regulated work environment.

Responsibilities

Provide comprehensive executive support to the SVP Commercial Sales & Marketing, IV Therapy & Nutrition, proactively managing priorities and anticipating administrative and business needs.
Manage complex calendars, meetings, domestic and international travel, itineraries, correspondence, briefing materials, and confidential communications.
Prepare agendas, reports, presentations, meeting materials, and executive-level communications for internal and external audiences.
Serve as a key liaison between the SVP Commercial Sales & Marketing, leadership team, employees, internal functions, customers, and external business partners.
Handle sensitive and confidential information with a high degree of professionalism, discretion, and judgment.
Provide administrative and operational support to the broader IV Therapy & Nutrition leadership team and organization, including coordination of fleet activities, vendor credentialing, employee rosters, organizational charts, distribution lists, and other business resources.
Coordinate cross-functional initiatives involving Sales, Marketing, Finance, Human Resources, Procurement, Legal, IT, and other functions.
Track business priorities, deliverables, deadlines, decisions, and action items; proactively follow up with stakeholders to support timely execution.
Maintain department resources, SharePoint sites, organizational information, confidential files, and business records.
Identify opportunities to streamline administrative and operational processes and improve organizational effectiveness.
Plan and coordinate leadership meetings, department events, Regional Sales Meetings, business planning sessions, product launch meetings, team-building activities, and other business functions.
Manage event and meeting logistics, including facilities, venues, technology, equipment, catering, travel, schedules, and materials.
Coordinate administrative aspects of employee onboarding, transfers, and offboarding in partnership with Human Resources, IT, hiring managers, and other internal functions.
Support employee recognition, engagement initiatives, organizational communications, and other activities that enhance the employee experience.
Coordinate executive and department expense reporting, invoice processing, purchase requests, purchase orders, vendor onboarding, and other procurement activities.
Assist with department budget tracking, expense monitoring, and reconciliation activities.
Partner with Finance, Procurement, vendors, and internal stakeholders to ensure timely processing, resolve issues, and support compliance with company policies and procedures.
Create and maintain spreadsheets, trackers, reports, dashboards, and presentations to support the SVP Commercial Sales & Marketing and leadership team.
Compile and analyze business and operational information to identify trends, issues, and opportunities and provide insights and recommendations to support business improvement.
Develop polished, executive-level PowerPoint presentations and business materials for C-Suite executives, senior leadership meetings, business reviews, and other high-level forums.
Consolidate information from multiple stakeholders into clear, concise, accurate, and executive-ready reports and presentations.
All employees are responsible for ensuring the compliance to company documents, programs and activities related to the Health, Safety, Environment, Energy, and Quality Management Systems, as per your roles and responsibilities.